Document Control Specialist in Calgary

About Vantage Group

Vantage Group is a global leader in airport and transportation investment, development, management, and advisor services. Since 1994, Vantage's corporate and network-wide team has managed an award-winning portfolio, building strong partnerships that integrate global expertise and local know-how to solve complex transportation challenges at every network location. Over three decades, Vantage has built a track record of creating customized solutions to transform airports and transportation centers that benefit the passengers, stakeholders, and communities they serve.

The Role

The Document Control Specialist, HR, will build the structure behind our HR records. This includes designing and implementing a master filing and retrieval system, supporting the move of HR documents into SharePoint, and establishing retention, version control, and audit practices. Bridging document control and core HR administration, the incumbent will ensure employee records, policies, and onboarding documents are accurate, secure, and compliant with privacy and records retention requirements. This is a 12-month term with the possibility of extension.

What you will accomplish in 12 months:

• A documented HR filing structure and retention schedule, approved and in use
• HR documents migrated to SharePoint with clear metadata, permissions, and access controls
• HR policies, forms, and letter templates under version control, with outdated versions archived
• An HRIS data integrity audit completed, with findings resolved or escalated
• A document management training manual delivered, and HR staff trained on it

Major Duties and Responsibilities

• Document Control & Records Management (approx. 70%): Design and implement a master HR document filing, retrieval, and retention system, including version control and audit trails. Review and edit correspondence for formatting. Manage the full lifecycle of HR policies, forms, manuals, and templates, from creation and revision through archiving and secure disposal. Support the transition to HR SharePoint, lead the file migration: site structure, metadata, permissions and accuracy of documents and files. Maintain strict data privacy, managing digital file permissions and restricted access lists. Audit employee files and HRIS data for accuracy, completeness and compliance with privacy and retention requirements. Advise the Human Resources and Total Rewards teams on document control standards; create a training manual and train staff.
• HR Administration (approx. 30%): Support onboarding coordination with hiring managers, new hires and other internal stakeholders to ensure new hires are set up for a successful start. Maintain HR trackers and support recruitment administration (reference checks, scheduling) as needed. Assist with People Update slides for company Town Halls.

About You

You hold a Certificate, diploma or degree in Records Management, Business Administration, Information Management, Human Resources or related field. An equivalent combination of education and experience may be considered. 3-5 years in document control or records management. Experience with human resources or other confidential personnel records is a strong asset. Demonstrable experience with at least one records migration or system implementation (ERP, SharePoint, HRIS or other similar technical project work).

Technical Skills:

• Proficiency in MS 365, specifically:
• SharePoint: Advanced (architecture, metadata/content types, permissions)
• Excel & Word: Intermediate to Advanced (templates, data validation, reporting)
• Familiarity with HRIS systems, with a degree of comfort navigating in and pulling reports from these systems.
• Working knowledge of privacy legislation (e.g., PIPA) and records retention requirements.
• Strong attention to detail and data accuracy.

Soft skills:

• Excellent interpersonal skills with effective written, verbal and listening communications skills.
• High levels of initiative, ability to work independently and meet deadlines.
• Ability to work under tight deadlines, prioritizing and multitasking.
• Discretion with confidential information.
• Strong organizational and prioritization abilities.

What we offer

In addition to competitive compensation, career progression, and access to a global team of talented professionals, we are growing and offer boundless opportunities to make your mark within our organization. If you share our sense of adventure, come, and join us for the journey.

Compensation: The expected annual compensation for this position includes a base salary plus eligibility for an annual incentive. The expected annual compensation for this position includes a base salary of CAD $65,000 to $72,000. Beyond competitive compensation, we offer career progression opportunities, access to a global team of talented professionals, and boundless opportunities to make your mark within our organization. If you share our sense of adventure, we invite you to join us on the journey.

Accommodation for Applicants

We are committed to providing an inclusive and accessible hiring experience. If you require an accommodation at any stage of the recruitment process, please contact us at careers@vantagegroup.com. We will work with you to provide appropriate support, and requesting an accommodation will not affect your consideration for employment.